This guide will walk you through how to set up your Gmail account to automatically forward emails to your unique Email to Salesforce Address. When you forward emails to your unique Email to Salesforce Address, the emails will be automatically added to the activity history of the related records in Salesforce.
Configure Gmail Account Settings
Now that we have configured your Email to Salesforce settings in your Salesforce org and created an Email Route in your G Suite settings, the next step is to configure your Gmail settings to be able to forward emails to your unique Email to Salesforce Address.
Add Email to Salesforce as a Forwarding Address
We will be adding a forwarding address to your Gmail account. This forwarding address will contain your Email to Salesforce Address and be referenced when setting up Gmail forwarding rule.
Please note: The purpose of this forwarding address is for setting up Gmail email forwarding rule.
Navigate to your Gmail settings (gear icon).
From the Forwarding and POP/IMAP tab:
Select Disable forwarding.
Click Add a forwarding address.
Paste the Email to Salesforce link that you had copied earlier in the My Email to Salesforce section in your Salesforce Org.
Verify Forwarding Address
After successfully adding your forwarding address, you will be prompted to verify permission for this email address. A confirmation code will be sent to this email address. You can access the confirmation code to this email address in your Salesforce Org home page.
Navigate to your Salesforce home page. Click into your forwarding confirmation link under the Unresolved Emails and Tasks section.
Please note: if you are unable to locate the task then change your task filter to All Open. Salesforce will generate a list of all the emails and tasks that are unresolved in your Salesforce Org.
Copy your confirmation code in the Comments section. You will use this confirmation code to verify your forwarding address in Gmail.
Navigate back to the Forwarding and POP/IMAP tab in Gmail settings.
Paste the confirmation code that you have copied from Salesforce.
Click Verify.
Set up Email Forwarding Rule
Please note: Setting up Gmail rule will allow you to automatically forward emails to your unique Email to Salesforce Address.
Click Create a new filter hyperlink in the Filters and Blocked Addresses tab.
Email Filter Settings
Enter your company email address that you use in Gmail to email leads and contacts in the From section. Only emails received from the email address you specify can be forwarded to your unique Email to Salesforce Address.
Please note: This email address should be the same email address that you have entered in the My Acceptable Email Addresses list in Salesforce.
From the Filter Creation Page:
Enter your company email address that you use in Gmail in the From section.
Enter "Sent from my phone" in the Has the words section. Please note: Make sure the text is exact.
Click Create filter with this search hyperlink.
Email Forwarding Settings
Enter your unique Email to Salesforce Address that was automatically generated in Salesforce. Any emails that meet the rule criteria will be forwarded to this email address.
Please note: Any emails that are forwarded to this email address will also be forwarded to your Salesforce Org and related to Leads, Contacts, Opportunities, and Accounts object.
From Filter Creation Page:
Select Skip the Inbox (Archive it). Any emails that meet the rule criteria will be archived.
Select Forward it to: and choose your forwarding address that you have just added to your Gmail Account.
Click Create filter.
Another Email Filtering Rule
We will create another filter to archive all emails sent from yourself.
From the Filter Creation Page:
Enter your company email address that you use in Gmail in the From section.
Click Create filter with this search hyperlink.
From Filter Creation Page:
Select Skip the Inbox (Archive it). Any emails that meet the rule criteria will be archived.
Click Create filter.
You have completed the Email to Salesforce setup for your Gmail! Any incoming emails that match your rule criteria will be forwarded to your Salesforce Org.